Data Import and Migration

Data Import & Migration Guide

Overview

Already tracking assets in spreadsheets or another system? Stageholder makes it easy to import your existing data. This guide covers everything you need to know about migrating your asset data.

Import Options

Option 1: Spreadsheet Import (Self-Service)

Best for: Small to medium datasets, simple data structures

Import Excel (.xlsx) or CSV files
Map your columns to Stageholder fields
Review and import in minutes
Available on all plans

Option 2: Assisted Migration

Best for: Large datasets, complex data, multiple source systems

Our team helps prepare and import your data
Data cleaning and validation
Complex field mapping
Available for Business and Enterprise plans

Option 3: API Import

Best for: Ongoing synchronization, technical teams

Import via REST API
Automate regular imports
Custom integration
Requires API access (Business/Enterprise)

Spreadsheet Import Process

Step 1: Prepare Your Data

Download Our Template

Go to Settings → Import
Click "Download Template"
Use this as a guide for formatting

Required Fields

At minimum, each asset needs:

Asset Name: What is this asset?
Category: What type of asset is it?

Recommended Fields

For maximum value, also include:

Asset Code/ID: Your internal identifier
Location: Where is it?
Acquisition Date: When was it purchased?
Acquisition Cost: Original purchase price
Serial Number: Manufacturer's serial number
Assigned To: Who is responsible for it?
Status: Active, Inactive, Disposed, etc.

Optional Fields

Vendor/Supplier
Warranty expiration
Notes
Custom fields (you can add these in Stageholder)

Step 2: Clean Your Data

Before importing, address common issues:

Duplicates

Remove or merge duplicate entries
Decide how to handle intentional duplicates (e.g., multiple identical items)

Inconsistent Naming

Standardize category names
Standardize location names
Fix typos and variations

Missing Data

Fill in required fields
Use "Unknown" for truly unknown data (you can update later)

Date Formats

Use consistent date format
Recommended: YYYY-MM-DD (e.g., 2024-01-15)

Currency/Numbers

Remove currency symbols ($, €, etc.)
Use consistent decimal format
Remove thousands separators

Step 3: Map Your Fields

When you upload, Stageholder will:

Auto-detect your columns
Suggest field mappings
Allow you to adjust mappings

Mapping Tips:

Match your column headers to Stageholder field names
One Stageholder field per column
Some fields can be skipped if not applicable

Step 4: Review & Import

Preview: Review a sample of records before importing
Validation: System checks for errors
Import: Run the import
Review: Check imported records for accuracy

Step 5: Post-Import Cleanup

After import:

Spot-check records — View random samples
Fix any issues — Edit records as needed
Add missing data — Fill in gaps over time
Set up categories/locations — If new ones were created

What Can Be Imported?

Fixed Assets

Asset name, code, description
Category and type
Location and assigned user
Purchase information (date, cost, vendor)
Depreciation information (method, useful life)
Serial number, model, manufacturer
Warranty information
Custom fields

Inventory Items

Item name, SKU, description
Category
Location
Quantity and unit of measure
Unit cost
Reorder point and quantity
Vendor information

Locations

Location name
Address
Parent location (for hierarchy)
Type (office, warehouse, etc.)

Common Import Questions

"How many records can I import at once?"

Standard plans: Up to 10,000 records per import
Enterprise: Higher limits available

"Can I import photos/documents?"

Attachments must be added after import via:

Manual upload in the asset record
Bulk upload tool (Business/Enterprise)

"What if I have data in multiple spreadsheets?"

You can run multiple imports. Just ensure:

No duplicate asset codes/IDs
Consistent category and location names

"Can I import data from another asset system?"

Yes! Export from your current system to CSV or Excel, then import to Stageholder. We can assist with complex migrations.

"What if I make a mistake?"

Individual records can be edited or deleted
Bulk delete is available for cleaning up imports
You can always re-import with corrections

"Will the import overwrite existing data?"

By default, imports create new records. Options:

Create only: Skip if asset code exists
Update if exists: Update matching records
Create or update: Both

Migrating from Other Systems

From Excel/Google Sheets

Export to .xlsx or .csv
Follow spreadsheet import process

From Another Asset Management System

Export all data from current system
Map fields to Stageholder format
Clean and import

From Accounting Software

Fixed asset modules in accounting software often export to Excel:

QuickBooks: Reports → Fixed Asset List
NetSuite: Export Fixed Asset Register
Sage: Fixed Asset Reports

From ERP Systems

Large ERP migrations may benefit from:

Assisted migration service
API-based import
Phased migration approach

Assisted Migration Service

For complex migrations, our team can help:

What's Included

Data extraction guidance
Data cleaning and transformation
Field mapping
Test import and validation
Production import
Post-import verification

When to Consider Assisted Migration

10,000+ assets
Multiple source systems
Complex data relationships
Limited internal resources
Tight timeline

How to Request

Contact sales@stageholder.com
Describe your current data situation
We'll provide a migration plan and quote

Tips for a Successful Migration

Start with clean data — Garbage in, garbage out
Map fields carefully — Take time to get mappings right
Test first — Import a small sample before full import
Verify after import — Spot-check random records
Plan for ongoing updates — Establish processes to keep data current
Don't aim for perfection — You can always improve data over time

Need Help?

Chat: Click the chat button below
Email: support@stageholder.com
Migration Services: sales@stageholder.com

Updated on: 24/12/2025

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